Sharing files and printers

Introduction

This tutorial is designed to help you set up file and printer sharing on a network that has PCs running different Windows operating systems. Because the instructions can vary, open this tutorial on each PC so that you see the correct instructions, or use the selector at right to choose an operating system.

To move through this tutorial, click each step in the left pane or click Next below, completing each step before moving on.

Note

If all the PCs on your network are running Windows 7, Windows 8.1, or Windows RT 8.1, we recommend creating a homegroup instead of using this tutorial. It gives you a much easier way to share files and printers on a home network. For a step-by-step tutorial on creating and using a homegroup, see HomeGroup from start to finish.

Step 1

Prepare your PCs that are running Windows 8.1 or Windows RT 8.1

Follow these steps on each of your PCs running Windows 8.1 or Windows RT 8.1.

Change the workgroup name, if needed

Note

If you don't have any PCs running Windows XP on your network, you can skip this step.

If your network includes PCs running Windows XP, it’s important to use the same workgroup name for all of the PCs on your network. This makes it possible for PCs running different Windows operating systems to detect and access each other. Remember that the default workgroup name isn't the same in all Windows operating systems.

Open System by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering System in the search box, tapping or clicking Settings, and then tapping or clicking System.

Under Computer name, domain, and workgroup settings, tap or click Change settings. You might be asked for an admin password or to confirm your choice.

In the System Properties dialog box, tap or click the Computer Name tab, and then tap or click Change.

In the Computer Name/Domain Changes dialog box, under Member of, tap or click Workgroup, and then do one of the following:

To join an existing workgroup, enter the name of the workgroup that you want to join, and then tap or click OK.

To create a new workgroup, enter the name of the workgroup that you want to create, and then tap or click OK.

If your PC was a member of a domain before you joined the workgroup, it will be removed from the domain and your PC account on that domain will be disabled.

Step 2

Turn on network sharing

The first time you connect to a network, you'll be asked if you want to turn on sharing between PCs and connect to network devices such as printers.
Your answer automatically sets the appropriate firewall and security settings for the type of network that you connected to. You can turn sharing on or off anytime.

View a list of available networks by swiping in from the right edge of the screen, tapping Settings (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Settings), and then tapping or clicking the network icon ( or ).

Press and hold or right-click the network you're connected to, and then tap or click Turn sharing on or off.

Choose Yes, turn on sharing and connect to devices for home or small office networks, or when you know and trust the people and devices on the network. This setting allows your PC to connect to devices on the network, such as printers.

Note

The network sharing setting is only available for Wi‑Fi, Ethernet, VPN (non-domain), and dial-up (non-domain) connections. It's unavailable for domain networks. On VPN or dial-up connections, you must connect to the network first, then press and hold or right-click the network name to change the network sharing setting.

Step 3

Make sure your firewall allows file and printer sharing

If you're using Windows Firewall, you can skip this step, because Windows Firewall automatically uses the correct settings for file and printer sharing when you share something or turn on network sharing. If you're not using Windows Firewall, expand the "Firewall ports" section below and open the listed ports on your firewall, or contact your firewall manufacturer for assistance.

To find other PCs running earlier Windows operating systems, and to use file and printer sharing on any Windows operating system, open these ports:

UDP 137

UDP 138

TCP 139

TCP 445

UDP 5355

To find network devices, open these ports:

UDP 1900

TCP 2869

UDP 3702

UDP 5355

TCP 5357

TCP 5358

If you also have a homegroup on your network, open the following additional ports:

UDP 137

UDP 138

TCP 139

TCP 445

UDP 1900

TCP 2869

UDP 3540

TCP 3587

UDP 3702

UDP 5355

TCP 5357

TCP 5358

Step 4

Share files and printers

Here are some of the many ways you can share files and folders in
Windows 8.1 and Windows RT 8.1:

Use OneDrive. With OneDrive, you can get to your files from any device, so you don't need to "share" them to access them from another PC. When you save your files to OneDrive, you can also share them by inviting specific people or by getting a link that you copy and paste. For more info about OneDrive, see Getting started with OneDrive.

To share a file or folder on OneDrive, follow these steps:

Move the file or folder you want to share to OneDrive if you haven't already. To do this, open This PC, browse to the file or folder, and then drag it to OneDrive.

Press and hold or right-click the file or folder in OneDrive, choose Share with, and then choose OneDrive.

Email files directly from This PC. If you have Windows 8.1, you can share files in email from This PC. Select the files, tap or click the Share tab, and then tap or click Email. (Or press and hold or right-click the files, choose Send to, and then tap or click Mail recipient.) This opens your default email app and adds the files as attachments.

Share files over a home network or on a shared PC. To share files and folders on your network (homegroup, workgroup, or domain) or on a PC that you share with other people,
you can also use the Share tab in This PC. The next sections provide more info about this type of sharing.

Open File Explorer by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering File Explorer in the search box, and then tapping or clicking File Explorer.

Browse to the item, select it, and then tap or click the Share tab.

Choose an option in the Share with group.
There are different Share with options depending on whether your PC is connected to a network and what kind of network it is.

To share a file or folder with a particular person, choose that person's account.

To share with all the members of your homegroup, choose one of the Homegroup options. To select folders to share with all the members of your homegroup, swipe in from the right edge of the screen, tap Settings, and then tap Change PC settings. (If you're using a mouse, point to the lower-right corner of the screen, move the mouse pointer up, click Settings, and then click Change PC settings.) Tap or click Network, and then tap or click HomeGroup.

If you need to share a location such as a drive or system folder, use the Advanced security option.

Tip

It's best to use HomeGroup for sharing on home networks unless you need to share with PCs running Windows Vista or Windows XP.

If your PC isn't part of a homegroup or network and other people have shared something in their personal folder, you can browse to the shared file or folder in This PC.

Open This PC by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering This PC in the search box, and then tapping or clicking This PC.

If you have problems sharing files and folders on a PC that's not part of a homegroup or network, make sure all user accounts on your PC have passwords. If you want everyone who uses your PC to be able to open shared files and folder, you have to turn off password protected sharing.

Open Advanced sharing settings by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering advanced sharing in the search box, and then tapping or clicking Manage advanced sharing settings.

Expand All Networks, tap or click Turn off password protected sharing, and then tap or click Save changes.

If you’re still having trouble with sharing, you can try using the Shared Folders troubleshooter to automatically find and fix some common problems.

Open the Shared Folders troubleshooter by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering troubleshooting in the search box, tapping or clicking Troubleshooting, and then tapping or clicking Access shared files and folders on other computers.

Step 5

Find shared items on a network

To see the files, folders, and libraries that have been shared on your network, open This PC.

Open File Explorer by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering File Explorer in the search box, tapping or clicking Apps, and then tapping or clicking File Explorer.

The location where the shared items appear depends on the type of network you have, and which Windows operating system is running on the PC you're using to find the shared files or folders.

From a PC running

On this type of network

Shared items appear under

Windows 8.1 or Windows 7

Homegroup

Homegroup

Windows 8.1, Windows 7, or Windows Vista

Workgroup or domain

Network

Windows XP

Workgroup

My Network Places

If you can’t see items on a network that are supposed to be shared with you, ask the person who’s sharing them for the path (it should begin with \\computername\). Enter this path in the address bar in This PC.

If the items you've shared don't appear under Network, you can customize your view of folders in This PC to see which items have been shared and the people you're sharing them with. Open a folder that contains the items that you think are shared. On the View tab, in the Layout group, tap or click Details. Tap or click Add columns, and then choose Choose columns. Select Shared and Shared with, and then tap or click OK.

Find items shared on the same PC

If your PC isn't part of a homegroup or network and other people have shared something in their personal folder, you can browse to the shared item in This PC.

Open File Explorer by swiping in from the right edge of the screen, tapping Search (or if you're using a mouse, pointing to the upper-right corner of the screen, moving the mouse pointer down, and then clicking Search), entering File Explorer in the search box, tapping or clicking Apps, and then tapping or clicking File Explorer.

Double-tap or double-click Local Disk.

Double-tap or double-click Users, and then open the folder with the person’s name.

Troubleshooting

Introduction

This tutorial is designed to help you set up file and printer sharing on a network that has PCs running different Windows operating systems. Because the instructions can vary, open this tutorial on each PC so that you see the correct instructions, or use the selector at right to choose an operating system.

To move through this tutorial, click each step in the left pane or click Next below, completing each step before moving on.

Note

If all the PCs on your network are running Windows 7, Windows 8.1, or Windows RT 8.1, we recommend creating a homegroup instead of using this tutorial. It gives you a much easier way to share files and printers on a home network. For a step-by-step tutorial on creating and using a homegroup, see HomeGroup from start to finish.

Step 1

Prepare your PCs that are running Windows 7

Follow these steps on each of your PCs running Windows 7.

Change the workgroup name, if needed

Note

If you don't have any PCs running Windows XP, you can skip this step.

If your network includes PCs running Windows XP, it’s important to use the same workgroup name for all of the PCs on your network. This makes it possible for PCs running different Windows operating systems to detect and access each other. Remember that the default workgroup name is not the same in all Windows operating systems.

Open System by clicking the Start button , clicking Control Panel, clicking System and Security, and then clicking System. If you're prompted for an administrator password or confirmation, type the password or provide confirmation.

The workgroup name is displayed under Computer name, domain, and workgroup settings.

If you need to change the workgroup name, click Change settings. If you're prompted for an administrator password or confirmation, type the password or provide confirmation.

On the System Properties dialog box, click Change, and then, under Member of, select Workgroup and type the new workgroup name.

Click OK three times, click Close, and then click Restart Now to restart your computer.

Step 2

Set the network location to Home or Work

Next, check the network location and make sure it's set to Home (for a home network) or Work (for a work network). This automatically turns on network discovery and adjusts other security settings.

Open Network and Sharing Center by clicking the Start button , and then clicking Control Panel. In the search box, type network, and then click Network and Sharing Center.

The network location type is displayed below the network name. If your network type is public, click Public network, and then select either Home network or Work network.

The network location type is displayed in Network and Sharing Center

Warning

You should only change a network to Home or Work if it's a known and trusted network, such as your home or small business network. Changing a network in a public place to Home or Work can be a security risk because it allows other people on the network to see your PC.

Step 3

Make sure your firewall allows file and printer sharing

If you're using Windows Firewall, you can skip this step, because Windows Firewall automatically uses the correct settings for file and printer sharing when you share something or turn on network discovery. If you're not using Windows Firewall, expand the "Firewall ports" section below and open the listed ports on your firewall, or contact your firewall manufacturer for assistance.

To find other PCs running earlier Windows operating systems, and to use file and printer sharing on any Windows operating system, open these ports:

UDP 137

UDP 138

TCP 139

TCP 445

UDP 5355

To find network devices, open these ports:

UDP 1900

TCP 2869

UDP 3702

UDP 5355

TCP 5357

TCP 5358

If you also have a homegroup on your network, open the following additional ports:

UDP 137

UDP 138

TCP 139

TCP 445

UDP 1900

TCP 2869

UDP 3540

TCP 3587

UDP 3702

UDP 5355

TCP 5357

TCP 5358

Step 4

Share your files and printers

Now that you’ve prepared the PCs on your network, the next step is to indicate which files, folders, and printers you want to share. Go to the PC where you store the items you want to share. Then follow the steps below for the Windows operating system that PC is running.

To share a file or folder

To share a file or folder, right-click it, click Share, and then select the people or groups you want to share with. You can also assign permissions so that those people can or cannot make changes to the file or folder you shared. For more information, see Share files with someone.

About password-protected sharing

Password-protected sharing is a more secure method of sharing files and folders on a network, and it is turned on by default for PCs in workgroups. With password-protected sharing turned on, people on your network can't access shared folders on other PCs, including the Public folders, unless they have a user name and password on the PC that has the shared folders. They will be prompted to type a user name and password when accessing the shared folders.

For quicker access, you might want to have matching user accounts on all your PCs. For example, Dana wants to use password-protected sharing to more securely share files and printers between her two PCs. On one PC, she has the user account "Dana22" and the password "Fly43$." If she sets up that same user account and password combination on her second PC, she can more quickly access shared files. If Dana changes the password on one of these PCs, she must make the same change on the other PC.

Note

Password protected sharing isn't available on PCs that belong to a domain.

To turn off password-protected sharing (optional)

Open Advanced sharing settings by clicking the Start button , and then clicking Control Panel. In the search box, type network, click Network and Sharing Center, and then, in the left pane, click Change advanced sharing settings.

Click the chevron to expand the current network profile.

Under Password protected sharing, click Turn off password protected sharing, and then click Save changes. If you're prompted for an administrator password or confirmation, type the password or provide confirmation.

To share a printer

When you first connect a printer to your PC, you have the option of sharing it. But even if you didn't choose to share it originally, you can still do it later. Here's how:

Click the Start button , and then click Devices and Printers.

Right-click the printer you want to share, and then click Printer properties.

Click the Sharing tab, select the Share this printer check box, and then click OK.

Step 5

Access the shared files and printers

Now we're ready for the final step—accessing the shared files, folders, and printers.

To access shared files or folders

Click the Start button , and then click your user name.

In the left pane, click Network.

In the center pane, double-click the PC you want to access, and then navigate to the folder you want.

Type your user name and password if required.

To access shared printers

Click the Start button , and then click Devices and Printers.

Click Add a printer, and then click Add a network, wireless, or Bluetooth printer.

Click the printer you want to access, and then click Next.

If a dialog box appears asking you to install the driver, click Install driver. If you're prompted for an administrator password or confirmation, type the password or provide confirmation.

Introduction

This tutorial is designed to help you set up file and printer sharing on a network that has PCs running different Windows operating systems. Because the instructions can vary, open this tutorial on each PC so that you see the correct instructions, or use the selector at right to choose an operating system.

To move through this tutorial, click each step in the left pane or click Next below, completing each step before moving on.

Note

If all the PCs on your network are running Windows 7, Windows 8.1, or Windows RT 8.1, we recommend creating a homegroup instead of using this tutorial. It gives you a much easier way to share files and printers on a home network. For a step-by-step tutorial on creating and using a homegroup, see HomeGroup from start to finish.

Step 1

Prepare your PCs that are running Windows Vista

Follow these steps on each of your PCs running Windows Vista.

Change the workgroup name, if needed

Note

If you don't have any PCs running Windows XP, you can skip this step.

If your network includes PCs running Windows XP, it’s important to use the same workgroup name for all of the PCs on your network. This makes it possible for PCs running different Windows operating systems to detect and access each other. Remember that the default workgroup name is not the same in all Windows operating systems.

Open System by clicking the Start button , clicking Control Panel, clicking System and Security, and then clicking System. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

The workgroup name is displayed under Computer name, domain, and workgroup settings.

Step 2

Set the network location to Private

Next, check the network location and make sure it's set to Private. This automatically turns on network discovery and adjusts other security settings.

Open Network and Sharing Center by clicking the Start button , clicking Control Panel, clicking Network and Internet, and then clicking Network and Sharing Center.

Click Customize, and then click Private.

Click Next, and then click Close.

Warning

You should only change a network to Private if it's a known and trusted network, such as your home or small business network. Changing a network in a public place to Private can be a security risk because it allows other people on the network to see your PC.

Step 3

Turn on file sharing, public folder sharing, and printer sharing

These settings make it possible for you to see and access shared files and printers on other PCs.

Open Network and Sharing Center by clicking the Start button , clicking Control Panel, clicking Network and Internet, and then clicking Network and Sharing Center.

Under Sharing and Discovery, click the chevron next to File sharing to expand the section, click Turn on file sharing, and then click Apply. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Click the chevron next to Public folder sharing to expand the section, and then do one of the following:

To share the Public folder so that people on other PCs on the network can open files in it but can't create or change files, click Turn on sharing so anyone with network access can open files, and then click Apply. If you are prompted for an administrator password or confirmation, type the password or provide confirmation. This is the default setting.

To share the Public folder so that people on other PCs on the network can open files in it and also create or change files, click Turn on sharing so anyone with network access can open, change, and create files, and then click Apply. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Click the chevron next to Printer sharing to expand the section, click Turn on printer sharing, and then click Apply. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Note

Network discovery is turned on when you select the Private network location.

About password-protected sharing

Password-protected sharing is a more secure method of sharing files and folders on a network, and it is turned on by default for PCs in workgroups. With password-protected sharing turned on, people on your network can't access shared folders on other PCs, including the Public folders, unless they have a user name and password on the PC that has the shared folders. They will be prompted to type a user name and password when accessing the shared folders.

For quicker access, you might want to have matching user accounts on all your PCs. For example, Dana wants to use password-protected sharing to more securely share files and printers between her two PCs. On one PC, she has the user account "Dana22" and the password "Fly43$." If she sets up that same user account and password combination on her second PC, she can more quickly access shared files. If Dana changes the password on one of these PCs, she must make the same change on the other PC.

Note

Password protected sharing isn't available on PCs that belong to a domain.

To turn off password-protected sharing (optional)

Open Network and Sharing Center by clicking the Start button , clicking Control Panel, clicking Network and Internet, and then clicking Network and Sharing Center.

Under Sharing and Discovery, click the arrow button next to Password protected sharing.

Click Turn off password protected sharing, and then click Apply. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Step 4

Share your files and printers

Now that you’ve prepared the PCs on your network, the next step is to indicate which files, folders, and printers you want to share. Go to the PC where you store the items you want to share. Then follow the steps below for the Windows operating system that PC is running.

To share a file or folder

To share a file or folder, right-click it, click Share, and then select the people or groups you want to share with. You can also assign permissions so that those people can or cannot make changes to the file or folder you shared. For more information, see Share files with someone.

To share a printer

When you first connect a printer to your PC, you have the option of sharing it. But even if you didn't choose to share it originally, you can still do it later. Here's how:

Click the Start button , and then click Control Panel.

Type "printers" in the search box, and then click Printers.

Right-click the printer you want to share, and then click Properties.

Click the Sharing tab, and then click Change sharing options. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Select the Share this printer check box, and then click OK.

Step 5

Access the shared files and printers

Now we're ready for the final step—accessing the shared files, folders, and printers.

To access shared files or folders

Click the Start button , and then click Network.

Double-click the PC you want to access, and then type your user name and password if required.

Navigate to the folder you want.

To access shared printers

Click the Start button , and then click Control Panel.

Type "printers" in the search box, and then, under Printers, click Add a printer.

Click Add a network, wireless, or Bluetooth printer.

Click the printer that you want to access, and then click Next.

If a dialog box appears asking you to install the driver, click Install driver. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Introduction

This tutorial is designed to help you set up file and printer sharing on a network that has PCs running different Windows operating systems. Because the instructions can vary, open this tutorial on each PC so that you see the correct instructions, or use the selector at right to choose an operating system.

To move through this tutorial, click each step in the left pane or click Next below, completing each step before moving on.

Note

If all the PCs on your network are running Windows 7, Windows 8.1, or Windows RT 8.1, we recommend creating a homegroup instead of using this tutorial. It gives you a much easier way to share files and printers on a home network. For a step-by-step tutorial on creating and using a homegroup, see HomeGroup from start to finish.

Step 1

Prepare your PCs that are running Windows XP

Follow these steps on each of your PCs running Windows XP.

Run the Network Setup Wizard

Click Start, click Control Panel, and then click Network and Internet Connections.

Click Network Setup Wizard, and then follow the instructions on your screen.

On the Name your network page, type the same workgroup name used by your other PCs.

On the File and printer sharing page, select Turn on file and printer sharing.

Note

If your network includes PCs running Windows XP, it’s important to use the same workgroup name for all of the PCs on your network. This makes it possible for PCs running different Windows operating systems to detect and access each other. Remember that the default workgroup name is not the same in all Windows operating systems.

Step 2

Specify what you want to share

Right-click the folder that you want to share, and then click Sharing and Security.

If you are sharing a drive, on the Sharing tab, click If you understand the risk but still want to share the root of the drive, click here.

Select the Share this folder on the network check box.

Note

To share individual files in Windows XP, either put them in a folder and share the folder, or share them using the Public folder.

Step 3

Share your files and printers

Now that you’ve prepared the PCs on your network, the next step is to indicate which files, folders, and printers you want to share. Go to the PC where you store the items you want to share.

To share a file or folder

To share a file or folder, right-click it, click Sharing and Security, and then select the people or groups you want to share with. You can also assign permissions so that those people can or cannot make changes to the file or folder you shared.

To share a printer

When you first connect a printer to your PC, you have the option of sharing it. But even if you didn't choose to share it originally, you can still do it later. Here's how:

Click Start, and then click Printers and Faxes.

Right-click the printer you want to share, and then click Sharing.

Click Share this printer, and then click OK.

Step 4

Access the shared files and folders

Now we're ready for the final step—accessing the shared files and folders. Instructions for accessing shared printers are on the following tab.

To access shared files or folders

Click Start, and then click My Computer.

Under Other places, click My Network Places.

Under Network Tasks, click View workgroup computers.

Double-click the PC you want to access, and then type your user name and password.

Navigate to the folder you want.

Step 5

Access the shared printers

Here's how to access the printers you've shared. Instructions for accessing shared files and folders are on the previous tab.

To access shared printers

Click Start, and then click Printers and Faxes.

In the left pane, click Add a printer.

In the wizard that appears, click Next, and then select A network printer, or a printer attached to another computer.

Select Browse for a printer, and then click Next.

Double-click the name of the PC that the printer is attached to, select the printer you want to access, and then click Next.

On the dialog box that appears, click Yes, and then complete the rest of the wizard.